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Creating an invoice from a sales order

Most invoices in CloudFFL OS are created directly from sales orders. You've already done the work — confirmed the sale, picked the products, delivered to the customer. The invoice is the last step: making it official and recording the revenue.

When to create the invoice

You can create an invoice at different points depending on your workflow:

  • After delivery — the most common approach. You deliver the product, then invoice. This is the default for most FFL dealers.
  • Before delivery — useful for special orders or deposits where you want payment before shipping.
  • Partial invoice — if a customer is buying multiple items and you're delivering them in batches, you can invoice for what's been delivered so far.

Step by step

  1. Go to Sales → Orders and open the sales order you want to invoice.
  2. Make sure the order status is Sales Order (not still a quotation).
  3. Click the Create Invoice button at the top of the order.
  4. A dialog appears asking how you want to invoice:
    • Regular invoice — invoices for everything on the order (or everything delivered, depending on your invoicing policy)
    • Down payment (percentage) — invoices a percentage of the total as a deposit
    • Down payment (fixed amount) — invoices a specific dollar amount as a deposit
  5. For a standard sale, select Regular invoice and click Create Draft Invoice.
  6. CloudFFL OS creates the invoice in Draft status and opens it for you. Review the details — customer, products, quantities, prices, and taxes should all be pulled from the sales order.
  7. If everything looks right, click Confirm. The invoice gets a number and is posted to your accounting records.

The invoice is now official. Once confirmed, the invoice shows up in your Accounts Receivable — meaning your books reflect that this customer owes you money. When they pay, you'll record the payment and the balance clears.

Sending the invoice to the customer

After confirming, you can send the invoice directly from CloudFFL OS:

  1. Click Send & Print on the confirmed invoice.
  2. CloudFFL OS opens an email composer with the invoice attached as a PDF.
  3. Review the email, adjust the message if needed, and click Send.

The customer receives a professional PDF invoice with your company details, the line items, taxes, and payment terms.

What about POS sales?

Counter sales through the Point of Sale don't need separate invoices — those transactions are posted to accounting automatically when you close the POS session. You only need to create invoices for sales order-based transactions.

Check your invoicing policy. CloudFFL OS can be set to invoice "ordered quantities" or "delivered quantities." If set to delivered quantities, you can only invoice for items that have been physically delivered. Go to Sales → Configuration → Settings and look for Invoicing Policy to see your current setting.

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